POPIA Compliance

1. Responsible Party

In terms of the Protection of Personal Information Act 4 of 2013 (POPIA), the responsible party — the entity that determines the purpose and means of processing personal information — is:

Q4you Kempton Licences
37B Mona Street, Glen Marais, Kempton Park
📧 kempton.licences@gmail.com
📱 082 783 4657

2. Information Officer

Our Information Officer is responsible for ensuring compliance with POPIA and handling all data subject requests. The Information Officer can be reached at:

📧 kempton.licences@gmail.com
📱 082 783 4657

3. Personal Information We Process

We process the following categories of personal information:

• Full name and identity number
• Contact details (phone number, email address, physical address)
• Vehicle information (registration number, make, model, VIN, engine number)
• Copies of identity documents, proof of address, and vehicle registration papers
• Financial information limited to service fees paid
• Communication records related to your application

4. Purpose of Processing

We process personal information solely for the following lawful purposes:

• To fulfil our contractual obligation to process vehicle licensing applications on your behalf
• To submit required information to relevant government departments and municipalities
• To communicate application status updates via WhatsApp or email
• To issue invoices and maintain financial records as required by law
• To send optional licence renewal reminders (only where you have opted in)

5. Lawful Basis for Processing

We process your personal information on the following lawful grounds under POPIA:

• Contractual necessity: Processing is required to deliver the service you have engaged us for
• Legal obligation: We are required to submit your information to government departments to complete your application
• Consent: For marketing communications and optional reminder services

6. Data Sharing and Operators

We share personal information only as strictly necessary:

• Municipal licensing departments and the National Department of Transport
• Courier and delivery service providers (name and delivery address only)
• Payment processors where online payments are made

All operators who process data on our behalf are required to maintain adequate data security standards consistent with POPIA requirements.

7. Cross-Border Transfers

We do not transfer your personal information outside the borders of South Africa except where necessary to facilitate international online payment processing, in which case the receiving party is subject to equivalent data protection standards.

8. Retention and Destruction

Personal information is retained for the minimum period necessary to fulfil the processing purpose, and thereafter for five (5) years to comply with financial and regulatory record-keeping requirements. Records are securely destroyed or anonymised at the end of the retention period.

9. Your Rights as a Data Subject

Under POPIA, you have the right to:

• Access: Request confirmation of whether we hold your personal information and obtain a copy
• Correction: Request correction of inaccurate, irrelevant, or incomplete information
• Deletion: Request deletion or destruction of your information (subject to legal retention obligations)
• Objection: Object to the processing of your personal information on reasonable grounds
• Withdrawal of consent: Withdraw consent for consent-based processing at any time
• Complaint: Lodge a complaint with the Information Regulator

10. How to Exercise Your Rights

Submit a written request to our Information Officer via email at kempton.licences@gmail.com. We will respond within 30 days of receipt. We may need to verify your identity before actioning your request.

11. Information Regulator

If you believe we have not handled your personal information in accordance with POPIA, you may lodge a complaint with the Information Regulator of South Africa:

🌐 www.justice.gov.za/inforeg
📧 inforeg@justice.gov.za
JD House, 27 Stiemens Street, Braamfontein, Johannesburg